-QED 160 099,. AUTHOR Chenhall, Robert . TITLE The Onomastic Dctopus Repdif. No.3. INSTITUTION California State Univ., Fuller 5c ender .-SPONS N ational Endowment for puB DA NOTE 1 p-. BURS PcE- MF-$0. 3C-S1. Bins Post age DESCRI TORS, k-ctivities; *Catalcgivg; ctaaficetion, Ii'a.grams *Tnf ormati n Needs; *Museums; ru jects; *Subject.. Index Ter *Bysteus Analysis; TheSauti ABSTRACT Itoivities and information -in-museums and .a project titi ertaken,',Xithe Margaret -Woodbury. Strong-Museum to develop syStematic solutiOrp to' problems in cataloging museumcoliections-aze described. Museum-,eibtiwities Are grouped in three categories:41) initial.;--anisition -.:accession, registricn, identification, and restoration; (2)ongo- ng- -rearcb, exhibition, and conservation efforts; and (3) terminal_ -de-accessioniitg. Theongoing are the.,most lizportant'of the three y.pes.of _activities.. In order to carry out theseactivitieseffictitly, all. the information required for each- defined activity must be available at the right tine avd Iladet however- at the pre-sent time there are no systems cfnomenclature that are generally accepled as a basis for defining andidentifying - man-made artifacts.17,5 _.meet this need, this project focused on the creation of a the saur for use at the Strong Museum. This Standardized worpd_l'st, or lexicon, includes, words andphxases,.-and shows synonymous anhierarchical word ,-relationshipi and is not a panacea for all suseux. cataloging dependencies. While_it .1 qrpbleuls, it can serve as a commonstarting Loint. in. identificati activities which are crucial to the catalogin4 process. Asummaryof the project, its ratiale and processes,'Lrcludes a,descrip-tionf. the lexicon with examp es.(BIM) :/- * # *4$4*] x * * * * * * * ** Reproductions supped by EARS arethe hest that can be made the originaldocument. *****4.****** ** *******4144.4* * ******v** *** U S. DE,FARTMENT OF HEALTH. EDugamem4wELFANIE NATIONAL NiSTTTUTE OF , EDUCATION THIS DOCUMENT HAS SEEN REPRO- DUCED EXACTLY AS RECEIVED FROM = THE PERSON OR OROANIZATIQN iltiNp. IT. pOiNts:Or i.01E.WOR:oPiNioNs sTA,TEti op NOT NECESSARILY REPRE. SENT OFFICIALWAtIONAU iNSTITuTE OF . EDUCATIONS PasITION DR-1!CLiCY DATA ' BANK R S C PORT Numb=10 -The brrst Octopus- by: Robert G. Chenhall April 1577 This report, or any portion-4hersof, may.be _ purpose proV ided reproduced for any noncommercialmm - approPriatecredit isgiven tothe authoraand- this Mese= Data Bank Committee as 'publisher "PERMISSION TO REPROpurE MATERIAL HAS BEEN GHANTEpBY RG. Ch nhal1 Museum Data :Bank Comm tter Robert G. Chenhall,Chairman TO THE EOLIcATIoNAL RESOURCES INFORMATIOP4 CENTER (ERIC) AND Margaret Wbodbury Strong Luse= USERS OF 14E ERIC SVSTkl-. 700 Allen Creek Road Rochester, NY. Museum records are: somewhat like-politics in the United: tates today. Everyope deplores the generally Podrostate of affairs but no one does very' much about it except to lament, "If only there were a'littl,e mbre money...." 1 am sure you have heard the stogy. 'e fact that so little effort has been directed toward exploring the structure and function of museum records is surprising, for there is an extensive body of dge concerning record-keeping systems in general (e.g., see Alex 1974; Optner'190). tusinesses and the Government spend millions of dollars-each year on what is. called "inf6liliation systems analysis," and there has been a greit deal of spillover from this- into libraries and most other human institutions:But not into museums. _11 this paper, we i 1 bring the analyt cal point of view of a systems ,analvst to bear upon t informdtion needs of museums. Our objectives will le: first,'-to presentan 0 v've de of the activities, information needs in museums; and to focus,upon a particular information-needone that has been too long ig red--and to report'on a project that is designed to correct the situation. When,a systems analyst begins, work, the first tasks ,are to define the subsystem being examined and-to delineate the activities which arenecessary ,cleiirabe parts of that sub - system.here, we will be looking at, those activities Performetin a museum which are concerned nth. the collections. Accounting, payroll, personnel, and security, are other_museum sub-systems Could be.examined in the same=Way\. Activities that involve museum collections may be conveniently grouped in -three categories (see Figure 1 v Initial' Activities. When an artifact or-specimen is acquire number of happn . The object must beicoessioned, ered, identified possibly,-restored. In some museums a photograph ade as a routine part of theSe- tivities." L On.oihg Activities. Once the first surge of activities has ,teen gompleted, most museum objects rest In Storage until they are needed for-4 research` project, or an exhibit,-either at home or (on-loan) in same other museum, or Unless a deeriorailioff.in the condition of the object requires some conservat effort. It is these "Ongbig Activities"whicil are the essential business museum. The purpose of all of the initial activities is simply to make the ongoing activities possible. 5rminalActivity. 'Eventually, all museUm objects are disposed of in one:. way or another. The "Terminal Activity" of de-accessioning. must .be Mentioned in = order-tO,make the cycle complete. Hpwever, it is the-ongoing activities' of the museui 'that are important. t When the sub - system, and the key-activities which comprise thatsub-system have been defined, the iext,step in the analysis of an information system is to develop a clear-and precise 'statement of what is needed in order for those activities to be Performed most efficiently. "What ia needed" always boils down to having all of the information required for each defined-abtivitY available at the right tine and.place for tile-person who is to perfo rm the activity, and to accomplish this as cheai-ay_as Possible. Several things are,invalVed in this: However, information systems do haiTie ependable structure, and'the systemsanalyst i consciouslyor sub-consciously, ohs that- conaideration must always be given to.both:- 1. The inf rmation system --the-forym that are used, the flow odata and 1the techniques by which the dataare manipulated. either manually, or by whine or both-and - 2. w9Information Contentthe eategorieaor elements of data that are `needed and problems oTsyntax,'authority files; etc. - . From here on, in this .paper, we `will be `concerned ly with information content,-not with informationsyslems or forms and techniques Of.data management. We will. use as:an.example'the record which, in a muSenm;=iausually -thought of- as the primary:locus:ofdata'about the Collections: namely. the- catalog. We will delineate 6-eueof the4kinds -of information (the categorles of data that are usually required as a basil:Torsearching catalog repords;:and then we wdll- loak-:at-some of the problemaof'syntax and content that mustbe resolvedrif.a.catalog_record,is to:serve its designated parposes adequately. 7,A Some nf the datC Categories ina tYpical museUm catalog are: Registration Numb Object ;flass Object Name Style Marne 1. Subject Represented,' Artist or Artisan Name Maker or Manufacturer Materials from which constructed Techniques of construction Place of. Origin Date of Origin For each of these data categories thg systems analyst would determine the source from which the data input is derived and the syntax or format_ in Which the data should be organized in order for it to seryeas an effective means of communi,cation from th1 time the original catalog record is prepared to the time of use, perhs:us many 4-ears later. With some categories of. data (e.g., Date of Origin) this is merely '.a matter of codifying the formatof the entries. We all use the Gregorian calendar'; and any four digit . numeral written in a data category 'called "Date of Origin" will be assumed to beanno Domini -in the Gregorian system. However, with other, data categories the situation is muck more comqlex. -.Systems-analysis is the process of working backwards from a statement of information needs to the records required to fill those needs, and from there back to the.source of each data element on every record. Inthis-brief.a- oresentation, every bit of information which appelrs'on a typical catalog record' cannot be traced hack to its point of origin. However,_I would like to focus _upon two of the descriptor categories listed above: Object Class and Object Name. Both of these originate from an activity of data,generationwhickitakes place soon after an object is acquired. On our illustrgtion Figure 1),II call a , this.the activity. of "IdentifiOation." Identification may be defined as the clasiificat on and naming of an object'. Nhat is it called?. More importantlx, though, idenfidation is the classificatioli and naming of the oblect according to some internally consistent, and generallY acceptedsysten of nomenclature. Identificatioh4s an essential museums, activity regardless'of the nature of the collectibn--natural science' _a/specimens, art objects, historical, archaeological o1 ethnographic artifacts--fOr it is the activity of placing a particular object into a meaningful category vis-a-vis the rest of the perceived world of expevience. Unress this activity. is performed properly, the.artifact or specimen--especially in a large museum ,--may just as well not be in the museum Collections at all for there will be no systematic way of ever locating it again when it is needed for a research project or an exhibit or loan. Identification and,,mith most collectionsleregistration (registration is sometimes-omitted with natural science spdEimens) provide the only data about a museum object which are carried over to every record of that object. Whatever other information athere may be on a record the documenil 'will be meaningless unless the object which the record represents can be recognized within a framemork of some system_ of nomenclature and, usually, within some system of registration. Let us look at a few:xampler both to see how the identification activity is performed and to examine e problems involved.